Basics of Office Administration
Course Overview
This course provides essential knowledge and skills for managing daily office operations efficiently and professionally. It focuses on key administrative functions such as office organization, communication, record-keeping, time management, and the use of office technologies. Participants will gain practical insights into how to contribute effectively to workplace productivity and maintain professional administrative practices.
Whether you’re starting a career in administration or looking to enhance your current role, this course prepares you for effective office support roles across industries.
Course Objectives
By the end of this course, participants will be able to:
- Understand the roles and responsibilities of office administrators.
- Apply professional communication skills in office settings.
- Manage records, documents, and filing systems efficiently.
- Coordinate office activities, schedules, and meetings.
- Use basic office software and tools for productivity.
- Demonstrate time management, organization, and customer service skills.
- Handle administrative tasks such as travel planning, budgeting, and inventory tracking.
Who Should Attend
This course is suitable for:
- New and aspiring office administrators or secretaries
- Receptionists and front office staff
- Executive assistants and clerical staff
- Administrative personnel in schools, businesses, NGOs, and government offices
- Anyone interested in improving office administration skills
Course Outline
- Introduction to Office Administration
- Role and importance of office administration
- Key skills and attributes of effective office administrators
- Understanding organizational structure and internal processes
- Office Organization and Efficiency
- Setting up and managing office spaces
- Filing systems: manual vs. electronic
- Organizing supplies, equipment, and storage
- Standard operating procedures (SOPs) and workflow
- Communication in the Office
- Verbal and non-verbal communication skills
- Professional telephone and email etiquette
- Writing memos, reports, and business letters
- Managing internal and external correspondence
- Records and Document Management
- Principles of records management
- Filing methods and systems (alphabetical, numerical, digital)
- Data confidentiality and information security
- Archiving and retrieval processes
- Office Technology and Software Tools
- Introduction to common office software: MS Word, Excel, PowerPoint, Outlook
- Using printers, copiers, scanners, and digital filing systems
- Calendar and task management tools
- Troubleshooting common office equipment issues
- Time and Task Management
- Prioritizing tasks and managing workloads
- Scheduling meetings and appointments
- Managing deadlines and avoiding procrastination
- Tools for productivity and delegation
- Customer Service and Professionalism
- Serving internal and external clients professionally
- Handling inquiries, complaints, and difficult situations
- Maintaining a positive and helpful office environment
- Business etiquette and personal presentation
- Meeting and Event Coordination
- Preparing meeting agendas and minutes
- Booking venues and arranging logistics
- Setting up virtual meetings and video conferencing
- Managing corporate events and team activities
- Basic Financial and Inventory Administration
- Budget monitoring and petty cash handling
- Office supplies management and inventory control
- Simple procurement and vendor coordination
- Introduction to expense reporting and tracking
- Health, Safety, and Legal Considerations
- Office health and safety procedures
- Emergency preparedness and first aid basics
- Data protection and confidentiality laws
- Ethical conduct in administrative roles